System and method of identification codes to allow tracking of outbound mail and corresponding inbound reply mail

ABSTRACT

A system and method to provide identification codes to track outbound mail and corresponding replies. Tracking is enabled where an intended recipient is not determined until after physical components of the mailpiece are assembled. A first ID code is associated with a second ID code on a return envelope. The first ID code is positioned on a front of the return envelope proximal to a return address on the return envelope. The second ID code is positioned on a back of the return envelope proximal to a recipient address region on the return envelope. The return envelope is inserted into a carrier envelope with the front of the return envelope facing the back of the carrier envelope, and the second ID code and the recipient address region being visible through a front window in the front of the carrier envelope. A recipient address is printed in the recipient address region of the reply envelope, through the front window on the carrier envelope. To allow mail piece tracking, the first and second ID codes are associated with the intended recipient of the outbound mail.

RELATED APPLICATION

This application is a continuation of provisional application60/608,402, filed Sep. 8, 2004, titled Automated Mail Creation andProcessing System with Verifiable Integrity, which is herebyincorporated by reference in its entirety.

TECHNICAL FIELD

The present invention relates to preparing mail pieces for delivery, inparticular to satisfy requirements for mail contents that cannot includeinformation identifying the intended recipient, for example as in avote-by-mail system.

BACKGROUND OF THE INVENTION

Voting by mail is becoming increasingly popular. Several western Statesuse voting by mail as their primary method of voting. Voting by mail isalso used extensively in connection with absentee voting. For voting bymail, a ballot package needs to be prepared by the voting authority andsent to the voter in advance of election day. The ballot packagetypically includes a ballot, some instructions, and a return envelope tosend the ballot back in. The ballot package may also include a sampleballot and a security envelope. Different districts require differentcandidates/measures on the ballot. Also, within a district ballots arerequired for different language, different precincts, and rotation ofvote choices.

To maintain voter privacy and anonymity, the ballots themselves must notinclude any way to identify the voter. However, there must be some wayto verify that the vote came from the individual authorized to cast theabsentee vote. For this purpose, the return envelope is typicallysigned. The signature on the envelope is compared to the signature ofrecord for the voter to determine whether the absentee ballot can bevalidly counted. Once the return envelope is validated, the ballot canbe removed and counted separately.

In the past, much of the work in preparing ballot package to send tovoters has been done manually. Also, much of the work of receiving,validating and counting returned ballots has also been done manually.Such work has been costly, time consuming, and sometimes less reliablethan desired. Some attempts at automating the processes have been tried.For example, U.S. Patent application U.S. 2004/0041017, filed Mar. 4,2004, (incorporated herein by reference) describes some of thedifficulties and solutions for voting by mail processes.

SUMMARY OF THE INVENTION

The present invention overcomes disadvantage of the conventional methodsand systems by providing making the voting by mail process moreefficient and cost effective. Also, ballot packages can be processedmore reliably and with greater accuracy, security, integrity,accountability and auditability. Automated processes also provide someadditional privacy, because fewer people need access to voter ballots.

It should be noted that the preferred embodiments of the invention aredirected to preparing ballots, and accompanying materials, to be mailedto voters and returned to the voting authority for processing andcounting. However, instead of ballots, the methods and systems disclosedherein can be applicable to any kind of document. It is believed thatthe system is most useful for systems where the mail content includesdocuments, such as a ballot, that, by their nature, do not includerecipient information on them. Accordingly, it should be understood thateven though voting-by-mail is the preferred application for the systemdescribed herein, the system can be used to mail any kind of documentssubstituted for ballots.

Accordingly, a new system and method is described to provideidentification codes to allow tracking of outbound mail andcorresponding reply mail in a delivery system. The system and methodfacilitate tracking of mail wherein an intended recipient of an outboundmailpiece is not determined until after all of the physical componentsof the mailpiece have been assembled together.

The method includes a step of associating a first ID code with a secondID code that are both printed on a return envelope. The first ID code ispositioned on a front of the return envelope proximal to a returnaddress on the return envelope. The second ID code is positioned on aback of the return envelope proximal to a recipient address region onthe return envelope.

The return envelope is inserted into a carrier envelope with the frontof the return envelope facing the back of the carrier envelope, and thesecond ID code and the recipient address region being visible through afront window in the front of the carrier envelope. After inserting, arecipient address is printed in the recipient address region of thereply envelope, through the front window on the carrier envelope. Toallow mail piece tracking, the first ID code and the second ID code areassociated with the intended recipient of the outbound mail.

In the preferred embodiment, the second ID code is used for tracking ofthe outbound mail to the recipient in the delivery system. The first IDcode is used for tracking the corresponding reply mail in the returnenvelope from the recipient in the delivery system. In such anembodiment, the first and second ID codes may be PLANET codes and thedelivery system, the United States Postal Service.

In a first embodiment for preparing the ID codes, the first and secondID codes are pre-printed on the return envelope prior to insertion intothe carrier envelope. In this embodiment, the step of associating thefirst ID code with the second ID code is always based on a predeterminedrelationship such that either ID code can be determined from the otherone. For example, the predetermined relationship may be that the firstID code will always have a one digit difference from the second ID code.

Preferably, the step of associating the first ID code and the second IDcode with the recipient includes scanning the second ID code through thefront window of the carrier envelope and associating the second ID codewith a recipient whose address is printed in the printing step.

In another embodiment, the carrier envelope includes a back window onthe back of the carrier envelope. In this embodiment there is a furtherstep of printing the first and second associated ID codes onto thereturn envelope after the return envelope has been inserted into thecarrier envelope. The first ID code is printed through the back windowof the carrier envelope. The second ID code is printed through the frontwindow of the carrier envelope. In this embodiment, the step ofassociating the first ID code and the second ID code with the recipientoccurs prior to the steps of printing. Further, the printing steps printthe ID codes with the corresponding recipient address based on theirpreexisting association. In this embodiment may also include a step ofinserting a content document into the carrier envelope, the contentdocument positioned between a flap and a body of the return envelope.

Further details of the present invention are provided in theaccompanying drawings, detailed description, and claims.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 depicts a lifecycle for a vote-by-mail system relevant to aballot processing system described herein.

FIG. 2 depicts a system for preparing voter computer files for use withan enhanced mailing system.

FIGS. 3A and 3B depict components of a mailpiece arranged for use in theenhanced mailing system.

FIG. 4 is a block diagram depicting components for creating outboundmail pieces.

FIG. 5 depicts an integrity checking system for outbound mail pieces.

FIG. 6 depicts an inserter for use in preparing outbound mail pieces.

FIG. 7 depicts a mail processing device for use downstream of theinserter for preparing outbound mail pieces.

FIG. 8 depicts a mail processing device with enhanced trackingcapabilities.

FIG. 9 depicts a flow diagram for processing inbound ballot envelopes.

FIG. 10 depicts first pass processing of the inbound ballot envelopes.

FIG. 11 depicts a process for comparing ballot envelope signatures tovoter signature records.

FIG. 12 depicts exemplary signatures displayed for comparison by theinbound ballot envelope processing system.

FIG. 13 depicts processing of inbound ballot envelopes in a second pass,after signature comparison.

FIG. 14 depicts a flow diagram for providing and using PLANET codes totrack outbound and return ballot mailpieces.

FIG. 15 depicts an arrangement of return envelope components for usewith enhanced tracking capabilities.

FIG. 16 depicts an arrangement of carrier envelope components for usewith enhanced tracking capabilities.

FIG. 17 depicts assembly of mail piece components for enhanced trackingcapabilities.

DETAILED DESCRIPTION

The improved ballot processing system includes complementary featuresthat are useful for many different aspects of an absentee voter, orvote-by-mail, system. FIG. 1 shows an exemplary voting by mail activitycycle, and suggested areas where the ballot processing system 1 canenhance the processes. The vote-by-mail process begins with creation ofelectronic voter files 2. Voter files 2 include voters' names,addresses, precincts, voter ID, and types of ballots to be used for theparticular votes. Another step is ballot composition 3, whereby thedifferent ballots are created listing the candidates, and/or ballotmeasure, in a style suitable for the voters. Different voters indifferent precincts may be required to receive different format ballots,and often in different languages. After ballot composition 3, theballots are printed via ballot printing step 4.

Next, mail preparation software 6 can be used to update address lists,or to put voter mailing addresses into a preferred postal format. Atstep 7, the ballots and accompanying materials are assembled andinserted into envelopes to be transported by the United States PostalService (USPS) 8 to the voter 9. The voter 9 indicates her votingchoices on the ballot and places it in the provided return envelope 10.At step 11, the USPS returns to ballot to the voting authority. At step12, the voting authority receives and verifies the ballots to be opened,sorted, counted and tallied in step 13. Any changes to voter informationor preferences as part of the voting-by-mail process can be used toupdate the voter files 2.

File Preparation

FIG. 2 depicts a voter file preparation module 20 to prepare voterrecords for use with the present invention. FIG. 2 refers to an “AVfile” which stands for “absentee voter” file. In this description,“absentee voting” is meant to describe voting by ail, whether it is doneby just a few voters, or if it is the exclusive method of voting. Voterfile preparation module 20 is a software package that uses variousmodules 24-27 to modify the current AV file 23 to provide maximumaccuracy and to take advantage of additional efficiencies. The enhancedballot on demand print file 29 and the enhanced AV file 30 are the endproducts of file preparation module 20 that will be used to control theequipment that will be preparing the ballot packages.

The current AV file 23 typically includes data 28 for voters in thejurisdiction. Data 28 might typically include voter name, address,ballot style, precinct, and voter ID. Different precincts most likelyrequire a variety of different format ballots to be provided to thevoter. Also, different ballot styles may be necessary for differentlanguages required by voters.

The CASS software module 24 includes software to standardize addressesto conform with postal regulations, and appends zip+4 zip codes. Thestandardized and enhanced addresses (along with the rest of the enhanceddata) are filed in the enhanced AV file 30, so that the cleansedaddresses can be applied to the mail with an ink jet printer 32connected to the mail preparation equipment.

A move update module 25 checks the voter file 23 against the USPSdatabase of people who have moved. If the move update module 25 findsthat an individual has moved, then the file preparation module 20creates a move update file 21 to provide to the voting authority. Thevoting authority can then use the move update file to amend its currentvoter registration file 22, which in turn will modify the currentabsentee voter file 23.

Presort software module 26 can rearrange the list of voters so that mailgoing to voters in proximal postal delivery areas, such as the same zipcode, can be prepared together. Thus, using the presort software module26, presorted batches of created mail can meet postal regulations inorder to receive postage discounts. Based on the presort software 26,the enhanced AV file may include flags to indicate priorities forgrouping the creation of mail pieces.

The PLANET code generator 27 is used to create one or more uniquebarcodes to be associated with the voter identification and the enhancedvoter file 30. PLANET codes are proprietary USPS barcodes that are usedto track mail pieces as they travel through the postal delivery system.In a first embodiment, the enhanced AV file 30 is updated to include areturn PLANET code (see exemplary enhanced AV file 28′), that will allowtracking of the return mail piece from the voter back to the votingauthority. In another embodiment, discussed in connection with FIGS.14-17, associated unique PLANET codes are applied to the mail piece fortracking the ballot on its outbound trip to the voter, and on theinbound return trip.

The present invention is preferably used in connection with a “ballot ondemand” system. In such a system AV file preparation module 20identifies how many of each style of ballot are required to satisfy thelist of absentee voters from current AV file 23. An enhanced BOD (balloton demand) file is created identifying the exact number of ballots ofeach style that need to be created. A laser printer 31 can be used bythe voting authority to create the ballots 33.

A ballot on demand system is preferred to older style systems in whichthe voting authority would order estimated quantities of ballots of allthe different styles from an offset printer. In order not to run out ofballot styles under the old system, extras had to be ordered, oftenleading to many wasted ballots and other materials. Also, if it isdetermined that if an error occurred in creating a voter's ballotpackage, then the appropriate new materials can be easily printed ondemand to make a new package.

Ballot Package Components

FIG. 3A depicts the components of a ballot mail piece that is formed inaccordance with the present invention. A ballot 34, instructions 35, anda reply envelope 36 are inserted into carrier envelope 37. Preferably,the back of the reply envelope 36 is inserted so that an address regionAR on the back of reply envelope 36 shows through front window FW of thecarrier envelope 37. The ballot 34 is positioned next to the back sideof the carrier envelope 37. As seen in view 34B in FIG. 3A, the back ofthe ballot 34B includes a barcode 38. Barcode 38 indicates the style ofballot 34. As mentioned previously, it is important that ballot 34cannot have any marking on it that can associate the particular ballotwith the voter to whom it is being sent. When the ballot 34 is foldedand placed in its rear position within the carrier envelope 37, thestyle code 38 is visible through back window BW on the back side 37B ofthe carrier envelope.

In FIG. 3B, a front view of reply envelope 36′ is shown along with aback view of carrier envelope of 37B′. FIG. 3B shows a mail piecearrangement that allows an enhanced tracking feature that is not includein FIG. 3A. In addition to a first back window BW, carrier envelope 37B′further includes a second back window BW′. As in FIG. 3B, the first backwindow BW allows the style code 38 of the ballot 34 to show through. Thesecond back window BW′ allows an additional barcode 39 on the front ofthe reply envelope 36′ to show through. For both barcodes 38 and 39 toshow through their respective windows, the carrier envelope 37B′ must bewider than both the reply envelope 36′ and the ballot 34. As seen inFIG. 3B the reply envelope 36′ must be positioned to the far right sideof envelope 37B′ while the ballot 34 must be positioned to the far leftside, and the two envelope contents will only partially overlap eachother.

Barcode 39, of the embodiment in FIG. 3A, preferably includes PLANETcode data. This PLANET code data will allow the reply envelope 36′ to betracked as it returns through the postal system to the voting authority.As will be described further in connection with FIG. 8, the barcode 39is scanned after the completed ballot package is formed and the barcode39 information is associated and stored with the corresponding voterinformation.

This inbound tracking code can give the voting authority advanced noticeof quantities of incoming return ballots. This notice can assist inplanning staffing and schedules for personnel to count the ballots.Fraud detection is an additional benefit of this tracking scheme. If thenumber of tracked mail pieces does not match the number of ballotscounted, then there is likely a problem that needs to be investigated.For example, if one thousand ballots were tracked in the mail, but onlyeight hundred were processed and accounted for, then a problem may haveoccurred.

Outbound Ballot Package Processing

FIG. 4 depicts the major components for a system to produce outboundballot packages to be sent to voters. A first component is an inserter40 that operates to collect and insert the package contents 34, 35, and36 into carrier envelope 37. For low volume of mail the inserter 40 canbe a table top inserter system such as the DI800 model from Pitney BowesInc., for higher volumes the inserter 40 can be a faster machine such asthe DM10 or Series 8 model inserters from Pitney Bowes. Details ofinserter 40 are depicted in FIG. 6.

If inserter 40 is a table-top inserter, that embodiment will likelyrequire that the inserted ballot packages be carried from the output ofinserter 40 to an input feeder 42 of an auto ballot mailer machine 41.For the higher volume applications, the inserter 40 will be directlyinterfaced to the auto ballot mailer machine 41 and the feeder 42 willinstead be a transport interface transport linking the two.

An important aspect of the present invention is that the inserter 40need not have any intelligence about whom the ballot will be sent to.The processes requiring intelligence, such as matching a voter with theballot, are all carried out within a relatively short span of equipmentlocated at the end of the process. By limiting the intelligence to thelast part of the process, the opportunity for errors to occur is limitedto a small portion of the equipment. In this way integrity is moreeasily maintained. Also, this approach allows conventional inserterequipment to be easily adapted for use with voting by mail without anyspecial programming for intelligence.

It is the output device 43 that includes the scanning equipment and theintelligence to determine who will be receiving the ballot packages. Theoutput device 43 (describe further in FIGS. 7-8) prints the recipient'saddress on the package. The output device 43 further scans uniqueidentification markings from the package and associates the uniqueidentification markings with the voter's file. This allows the uniqueidentification markings to be used later on to track the ballot duringpostal delivery.

Downstream of the output device 43, a mailing machine 44 may be used toprint the appropriate postage mark on the carrier envelope 37. Mailingmachine 44 would preferably be a Pitney Bowes DM series postage meter.Finally, an output stacker 45 can be used to neatly stack the finishedballot packages to be transferred to the postal service.

FIG. 5 depicts details of an integrity checking system that ispreferably associated with the auto ballot mailer machine 41. In thisexample, ballot package 51 has a front side 51F and a backside 51B. Thisintegrity system is used after the voter information has been printedonto the ballot package 51, through the front window FW onto the back ofthe enclosed reply envelope 36.

A scanner 52, positioned above the transported ballot package 51 in thisembodiment, scans voter identification information from the front 51F ofthe ballot package and provides the information to the system controllercomputer 54. A second scanner 53, in this embodiment positioned belowthe transported ballot package 51, scans the ballot style code throughthe back window of the carrier envelope on side 51B. The systemcontroller computer 54 confirms from the enhanced AV file 30 that thevoter identification obtained from scanner 52 correctly corresponds tothe ballot style code read with the second scanner 53. Preferably, anintegrity check record for each ballot package is sent to an output file59.

If the ballot style does not correctly match the voter, an error signal56 is generated, and record is created in a reprint file 57 indicatingthat the ballot package for that particular voter must be recreated.Mail pieces 55 that pass the validity test are transferred to an outputstacker device 50. Output stacker device 50 can perform sorting on thefinished ballot packages to receive optimum postal discounts. Also, acamera 58 on sorter 50 can be used to capture an image of the front 51Fof the ballot package. The captured image can then be associated withthe output file 59 so that an operator at a workstation 60 can view theintegrity status information from output file 59 along with an image ofthe ballot package.

In the preferred embodiment described above, camera 58 is a high speedimaging camera such as those known in the art and available from LakeImage Systems, Ltd. from the United Kingdom. Controller computer 54, orany computer described herein, is preferably a conventional personalcomputer. Alternatively, the computer can be a dedicated processorassociated with the corresponding equipment. Sorter 50 is preferably ahigh-speed, high volume, sorter such an Olympus model sorter availablefrom MailCode, Inc. of Lafayette, Ind.

FIG. 6 shows a side-view diagram of a representative inserter machine 40for use with the present invention. Pre-printed ballots 34 are placed ina feeder 61. Typically, ballots 34 having the same style will beprocessed in a group together. A folder 62 folds the ballot 34 so thatit will fit in the carrier envelope 37. As the ballots 34 are conveyedalong conveyor direction 65, a scanner 68 can be used to scan the stylecode information from the ballots 34. Depending on the scanned stylecode, different inserts 35 from feeders 63 can be collated with theballot 34 for insertion. Return envelope 36 is also fed onto theconveyor 65 from a feeder 63. Finally, a carrier envelope 37 is fed intoinsertion station 64, and the collated ballot 34, inserts 35 and replyenvelope 36 are inserted into the carrier envelope 37 to form anoutgoing ballot package 67.

Stuffed ballot packages 67 from inserter 40 are transferred directly ormanually to the auto ballot mailer machine 41. In the preferredembodiment, ballot packages 67 received from transport or feeder 42 areprocessed by a device 78 to verify that the package 67 includes theexpected quantity of contents. Device 78 is preferably a thicknessdetector that will generate an error signal if the package 67 is toothick. A package 67 that is too thick might indicate that more than oneballot 34 is enclosed within, and it is undesirable that any voterreceive more than one ballot. Device 78 could also be a scale thatdynamically weighs packages 67 and compares their weight againstexpected criteria. When an error is detected by device 78, a diverter 70removes the flawed package from further processing.

Prior to reaching the auto ballot mailer machine 41, the stuffed ballotpackages 67 do not include any indication of an intended recipient.Within its discrete processes the ballot mailer machine 41 identifiesthe intended recipient and marks the ballot package 67 accordingly. Ascanner 72 reads the style code 38 showing on the back of the ballotpackage 67 and transmits the style to controller computer 71. Thecontroller computer 71 accesses the enhanced AV file 30 that includeslists of voters, and the corresponding ballot types that they aresupposed to receive. The controller computer 71 selects a next voterwith a ballot type corresponding to the scanned style code 38, andinstructs the printer 32 to print the voter's name, address, voter IDcode, and other tracking information onto the back of the replyenvelope, through the open window FW in the front of the ballot package67.

After printing, an audit camera 73 captures data printed on the ballotpackage 67 and sends the data to the controller computer 71. Controllercomputer 71 validates that the decoded data includes the voter the dataexpected for that package, and updates the status in the output logfile. If an error is detected, controller computer 71 controls diverter74 to remove the erroneous package.

Also, audit camera 73 can be used to capture an image of the face of theballot package 67. This image is associated with the voter record and isstored in the image archive 77. After processing a run of ballotpackages, the controller computer 71 checks the enhanced AV file 30 todetermine voters for whom a finished and validated ballot package hasnot been prepared. The list of unserved voters is stored in an exceptionfile 76 which is used in turn to create ballots on demand of theappropriate type needed. Print information for creating the replacementballots is included in the ballot on demand file 29.

Scanner 72 and audit camera 73 are preferably high speed image capturecameras such as those from Lake Image Systems. The controller computer71 is a conventional personal computer. Controller computer 71 may alsobe more than one computer that shares information between differentnodes of the system. Printer 32 is a conventional address and/or barcodeprinter such as the kind available from Prism, Inc. of Duluth, Ga.

FIG. 8 depicts an embodiment using enhanced tracking feature for ballotpackages 67′ that are configured as shown in FIG. 3B. Ballot package 67′includes a style barcode B and a tracking barcode P, that are visible onthe backside of ballot package 67′. Tracking barcode P is printed on thefront face of a reply envelope that is enclosed within the ballotpackage 67′, and is intended to be used to track the return ballot as itis delivered from the voter back to the voting authority. Scanner 80scans code P and the controller computer 71 and the code is thenassociated with the voter record in the output log file 75.

In the figures, barcodes B and P are depicted as having a particularorientation with respect to the mail packages. However, it will beunderstood by one of skill in the art that the barcodes can have anyorientation, and be read. In particular, in an alternative embodiment,the barcodes may be turned by ninety degrees so that the long dimensionis parallel to the direction of travel of the envelopes.

Inbound Ballot Package Processing

FIG. 9 shows an overall flow diagram for processing of returned ballotmail pieces in accordance with the present invention. Incoming envelopes90 are loaded into a sorter machine 91. Sorter machine 91 may be aconventional sorting machine such as an Olympus model sorting machineavailable from MailCode Inc. of Lafayette Ind. Sorter machine 91includes an optical scanner to capture a voter identification code 93and the voter verification signature 92 from the incoming replyenvelope. As the incoming reply envelopes 90 are processed through thesorter 91, a signature verification file 94 is created in which thecaptured signature 92 images are associated with the corresponding voteridentification obtained from the code 93.

The captured images from the signature verification file 94 and arecorded image of the voters signature from the current voter signaturefile 95 are transmitted to a workstation 96 for validation. In thepreferred embodiment, an operator compares the signature from theenvelope with the signature from the voter's record. Alternatively, thesignature from files 94 and 95 could be compared with known signatureanalysis software. The voter's electronically stored signature in file95 is obtained at the time the voter registers to vote.

Based on the comparison done at computer work station 96, a validationfile 97 is generated. For each envelope 36 for which the signature wasexamined, the validation file 97 indicates whether the validation wassuccessful or not. The validation file 97 is provided to sorter 91 whichagain processes the entire set of envelopes 90. Envelopes 90′ that weresuccessfully validated are separated from unvalidated envelopes 98.Unvalidated envelopes 98 must be specially handled to determine if theyshould be counted.

Preferably, the sorter 91 also includes a printer that prints a time anddate stamp and an operator identification for the validation. Also, animage of the face of the validated envelope 36′ can be captured andstored in an image archive file for future reference.

FIG. 10 provides a block diagram of the sorter 91 for use with thesystem shown in FIG. 9. A camera 105 is positioned to capture the imageof envelope 36, including the signature 92 and the voter identificationcode 93. A controller computer 100 uses an inbound PLANET code file toassociate the scanned voter identification number with a particularvoter. Once the voter is identified, the appropriate signature image isretrieved from the signature verification file 94. Preferably, thesignature capture file 94 stores signature images in TIF format, indexedby voter identification data. For unrecognized codes, a record is madein the exception file 102 noting discrepancies between the PLANET codescans and inbound pieces. After the initial pass on the documents themail pieces 90 are stacked in bins 104 and staged for subsequentprocessing.

FIG. 11 provides a more detailed depiction of the comparison process, ascarried out by human operators. The captured signatures from thesignature verification file 94 and the stored voter signatures from thevoter signature file 95 can be combined into a single signaturecomparison file 110. Using the signature comparison file 110, operatorsat work stations 111 and 112 can visually compare the envelope signaturewith the voter's recorded signature. Through a computer interface, suchas a keyboard or a mouse, the operator create a record of thedisposition of the comparison process, and such records are stored inthe signature verification file 97.

FIG. 12 shows exemplary pairs of signatures 122-127 as they might bedisplayed on an input screen for an operator. Preferably using a singlekeystroke, the operator will indicate whether the match is valid. Suchindication would be shown, for example in region 128.

FIG. 13 depicts features of the sorter 91 used in connection with thesecond pass of envelopes 90, after the signature validation review. Onceagain the identification codes 93 on envelopes 36 are scanned by camera105. Controller computer 105 looks up whether the identification codecorresponds to a validated or unvalidated mail piece in the validationfile 97. An image of the envelope 36 may also be captured and stored inthe image archive 99. Unvalidated pieces are diverted by diverter 103for exception handling. The remainder of validated pieces are opened inopening station 130 and are sorted into sortation bins 132 based on thevoting authority requirements. Such requirements might separate votersby districts, or sort quantities of envelopes to be handled by differentgroups of workers. Sorted pieces 131 can then be removed from the sorter91 for subsequent counting.

Outbound and Inbound Tracking

FIG. 14 depicts a flow diagram of steps for creating ballot packagesthat include tracking codes for both outbound and inbound mail. At step140, the absentee voter (AV) file is imported from the voting authorityfor use with the automated system. At step 142 the AV file is processedwith address cleansing software (CASS), move update software (ForwardTrack from Pitney Bowes), and mail presorting software (USPS certifiedPAVE software).

At step 141, the process for applying the tracking codes begins bycreating a pair of PLANET codes. The identity of the related pair ofcodes is stored for future use. Preferably, the codes may also berelated to each other by a predetermined formula. For example, thesecond code may be one digit greater than the first.

PLANET codes are selected because that is the barcode format used by theUnited States Postal Service to allow tracking of mail pieces. However,any other type of code could be substituted. Once the pairs of PLANETcodes 143 are created, a first PLANET code is printed on the front ofthe ballot return envelope. The second PLANET code is printed on theback of the ballot return envelope. At step 145 the ballot packagecontents, with the return envelope, are inserted into a carrierenvelope.

At a next processing step 147, the second PLANET code, now the outboundtracking code, is scanned through a front opening in the sealed carrierenvelopes 146. Next, the ballot style code is scanned from the ballotthrough another opening on the back of the carrier envelope at step 148.At step 150, the next voter is selected from the cleaned and sorted AVfile 149 whose required ballot style matched the ballot type scanned instep 148. The selected voter's name, address and delivery point bar codeare printed onto the back of the return envelope through a window in thecarrier envelope (step 153).

Optionally, a final scan is performed after printing to capture theoutbound PLANET code, the delivery point barcode, and the ballot style(step 154). This scan is used to verify that the information all matchesas expected, and to update an audit record 151. Finished and sealedenvelopes 155, are then ready for transmittal to a delivery service.

FIG. 15 depicts configurations of the reply envelope for use inconnection with the inbound and outbound tracking capability. The backside 36B of return envelope 36 includes a signature area 150 for thevoter's validation signature. Next to that is the voter's address region151 where the voter's name and address will be printed after the returnenvelope 36 has been placed in the carrier envelope. On the front side36F of the reply envelope is the return address region 152 indicatingwhere the return envelope 36B is to be delivered.

In a first embodiment of the dual tracking code feature, the pairedtracking codes are not pre-printed on the reply envelopes 36. Thus,exemplary regions 151A, and 152A have blank areas where PLANET codes canbe printed later on. In the preferred embodiment, however, the returnenvelope 36 has paired PLANET codes pre-printed in the voter addressregion 151 and the return address region 152, as shown in examples 151Band 152B.

FIG. 16 depicts configurations of the carrier envelope for use with thedual tracking code embodiment. The front 37F includes an open window 160through which the voter's name and address can be printed onto the voteraddress region 151. In the embodiment where the dual codes are printed,then the outbound code is also printed through window 160.

The back 37B of the carrier envelope includes another window 161 throughwhich the ballot style code can be read. For the embodiment where thedual codes need to be printed, then the inbound PLANET code is printedthrough window 163 onto the enclosed return envelope 36.

Next, in FIG. 17, the assembly of the outgoing ballot package is shown.Views 170 and 171 shows the assembly of components using the embodimentwhere the dual PLANET codes are pre-printed on return envelope 36. Inthis assembly, the style code will shown through the back of carrierenvelope 37, and the voter address, and the outbound planet codes willshow through the front opening of carrier envelope 37.

Views 172 and 173 show the assembly of ballot package components for theembodiment where the pair of PLANET codes is printed after assembly ofthe package. In this embodiment, the return envelope 36′ has a largeflap that folds across the main body of the ballot 34. A portion of theballot 34 having the style code is folded under a lower portion of thereturn envelope 36′ so that the style code will still be visible throughwindow 161 when the assembly is inserted. Then the PLANET code pair canbe printed with the outbound one printed through window 160, and theinbound one is printed through window 163.

In this embodiment, where printing occurs after assembly of the package,printing is required on both sides of the ballot package. This can bedone by having printers both above and below the package transport.Alternatively, the transport can be modified in a known way to flip thepackages to be printed on both sides.

Although the invention has been described with respect to preferredembodiments thereof, it will be understood by those skilled in the artthat the foregoing and various other changes, omissions and deviationsin the form and detail thereof may be made without departing from thespirit and scope of this invention.

1. A method for providing identification codes to allow tracking ofoutbound mail and corresponding reply mail in a delivery system, themethod facilitating tracking of mail wherein an intended recipient of anoutbound mailpiece is not determined until after all of the physicalcomponents of the mailpiece have been assembled together, the methodcomprising: associating a first ID code with a second ID code that areboth printed on a return envelope, the first ID code being positioned ona front of the return envelope, the return envelope having returnaddress on the front; and the second ID code being positioned on a backof the return envelope, the back of the return envelope having arecipient address region; inserting the return envelope into a carrierenvelope; the front of the return envelope facing the back of thecarrier envelope, and the second ID code and the recipient addressregion being visible through a front window in the front of the carrierenvelope; and after the step of inserting, printing a recipient addressin the recipient address region of the reply envelope, through the frontwindow on the carrier envelope; associating the first ID code and thesecond ID code with the intended recipient of the outbound mail.
 2. Themethod of claim 1 further including: tracking the outbound mail to therecipient in the delivery system using the second ID code; and trackingthe corresponding reply mail in the return envelope from the recipientin the delivery system using the first ID code.
 3. The method of claim 1wherein the first and second ID codes are PLANET codes and the deliverysystem is the United States Postal Service.
 4. The method of claim 1wherein the first and second ID codes are pre-printed on the returnenvelope prior to insertion into the carrier envelope, and wherein thestep of associating the first ID code with the second ID code is alwaysbased on a predetermined relationship such that either ID code can bedetermined from the other one.
 5. The method of claim 4 wherein thepredetermined relationship is that the first ID code will always have aone digit difference from the second ID code.
 6. The method of claim 1wherein the step of associating the first ID code and the second ID codewith the recipient includes scanning the second ID code through thefront window of the carrier envelope and associating the second ID codewith a recipient whose address is printed in the printing step.
 7. Themethod of claim 4 further including a step of inserting a contentdocument into the carrier envelope, the content document positioned inthe carrier envelope between the front of the return envelope and theback of the carrier envelope.
 8. The method of claim 7 wherein thecontent document is a ballot, wherein the ballot cannot have recipientinformation included on it.
 9. The method of claim 1, wherein thecarrier envelope includes a back window on the back of the carrierenvelope, and further including the step of printing the first andsecond associated ID codes onto the return envelope after the returnenvelope has been inserted into the carrier envelope, the first ID codeprinted through the back window of the carrier envelope, and the secondID code printed through the front window of the carrier envelope. 10.The method of claim 9 wherein the step of associating the first ID codeand the second ID code with the recipient occurs prior to the steps ofprinting, and printing steps print the ID codes with the correspondingrecipient address based on their preexisting association.
 11. The methodof claim 9 further including a step of inserting a content document intothe carrier envelope, the content document positioned between a flap anda body of the return envelope.
 12. The method of claim 11 wherein thecontent document is a ballot, wherein the ballot cannot have recipientinformation included on it.
 13. The method of claim 1 wherein the firstID code is positioned proximal to the return address on the returnenvelope; and the second ID code is positioned proximal to the recipientaddress region on the return envelope.
 14. A system for providingidentification codes to allow tracking of outbound mail andcorresponding reply mail in a delivery system, the system facilitatingtracking of mail wherein an intended recipient of an outbound mailpieceis not determined until after all of the physical components of themailpiece have been assembled together, the system comprising: acomputer having a database associating a first ID code with a second IDcode that are both printed on a return envelope, the first ID code beingpositioned on a front of the return envelope, the front of the returnenvelope having a return address; and the second ID code beingpositioned on a back of the return envelope, the back of the returnenvelope having a recipient address region; an inserter machine arrangedto insert the return envelope into a carrier envelope; the front of thereturn envelope facing the back of the carrier envelope, and the secondID code and the recipient address region being visible through a frontwindow in the front of the carrier envelope; and a printer arranged toprint a recipient address in the recipient address region of the replyenvelope, through the front window on the carrier envelope, afterinserting; wherein the computer associates the first ID code and thesecond ID code with the intended recipient of the outbound mail.
 15. Thesystem of claim 14 wherein the first and second ID codes are PLANETcodes and the delivery system is the United States Postal Service. 16.The system of claim 14 wherein the first and second ID codes arepre-printed on the return envelope prior to insertion into the carrierenvelope, and wherein the step of associating the first ID code with thesecond ID code is always based on a predetermined relationship such thateither ID code can be determined from the other one.
 17. The system ofclaim 16 wherein the predetermined relationship is that the first IDcode will always have a one digit difference from the second ID code.18. The system of claim 14 further including a scanner arranged to scanthe second ID code through the front window of the carrier envelope, thescanner coupled to the computer which associates the second ID code witha recipient whose address is printed by the printer.
 19. The system ofclaim 14 wherein the inserter is further arranged to insert a contentdocument into the carrier envelope, the content document positioned inthe carrier envelope between the front of the return envelope and theback of the carrier envelope.
 20. The system of claim 14, wherein thecarrier envelope includes a back window on the back of the carrierenvelope, and wherein the printer is further arranged to print the firstand second associated ID codes onto the return envelope after the returnenvelope has been inserted into the carrier envelope, the first ID codeprinted through the back window of the carrier envelope, and the secondID code printed through the front window of the carrier envelope. 21.The system of claim 20 wherein the computer that associates the first IDcode and the second ID code with the recipient does the associationprior to printing, and the printer prints the ID codes with thecorresponding recipient address based on their preexisting associationin the computer.
 22. The system of claim 14 wherein the first ID code ispositioned proximal to the return address on the return envelope; andthe second ID code is positioned proximal to the recipient addressregion on the return envelope.